School Secretary - Attendance

Waukegan Community Unit School District 60 - Waukegan, IL

Full-time - Entry Level

Waukegan, IL

10,001+ employees

Educational Services

About the position

The School Secretary - Attendance position at McCall Elementary School is a vital role within the Waukegan Community Unit School District No. 60, which serves nearly 15,500 students from preschool through grade 12. This position is primarily responsible for performing a variety of secretarial, clerical, and record-keeping functions that are essential for the effective operation of the school office. The secretary will work under the primary direction of the School Principal and the secondary direction of the Assistant Principal or Principal designee. The role requires a commitment to supporting the educational mission of the district, which emphasizes that all children can achieve high levels of academic success regardless of their circumstances. In this role, the School Secretary will act as the first point of contact for students, parents, staff, and visitors, ensuring a welcoming and organized environment. Responsibilities include managing student enrollment and withdrawal processes, maintaining accurate census data, and performing daily attendance reporting. The secretary will also assist with financial duties during peak times, including managing student fees and payroll tasks as directed by the Principal. Additionally, the position involves collaborating with school administrators and other staff to ensure smooth operations and effective communication across departments. The ideal candidate will be well-versed in various software programs used for data collection and reporting, and will possess strong organizational and communication skills. The role demands a high level of confidentiality and the ability to handle sensitive information appropriately. The School Secretary will also be expected to take initiative for self-improvement and skill growth, attending necessary training and workshops to enhance their capabilities.

Responsibilities

• Perform all necessary secretarial, clerical and record keeping functions, including filing in a timely manner.
• Collaborate with school Administrators and Co-Secretary in providing support to the school.
• Act as receptionist for the school welcoming students, parents, staff and visitors.
• Receive phone calls and distribute messages accordingly.
• Enroll and withdraw students using the Student Information System (SIS) and Online processing.
• Maintain and update all necessary census data in SIS relating to student records.
• Communicate with all Administrative Departments and other schools when necessary.
• Become well versed in all software programs used for data collection, attendance reporting, payroll reporting and finances.
• Assist during peak times and extended absences with financial duties; deposits, requisitions, collection of fees, and payroll as directed by Principal.
• Perform daily student attendance reporting and editing in SIS.
• Generate and distribute student attendance letters.
• Assist during peak times and extended absences with generation and distribution of student fee statements.
• Follow through with student records requests in a timely manner and maintain all necessary documentation following Records Management Procedures.
• Create and maintain CUM Folders and White Cards for all students, including Transcript Labels.
• Gather material and obtain documents for reports and other purposes in accordance with specific instructions.
• Perform a wide variety of confidential and complex secretarial tasks for the school.
• Respond to requests for sensitive information and provide assistance as appropriate.
• Ensure confidentiality of all information.
• Support office by using automated equipment such as computers, printers, and telephones.
• Assist during peak times and extended absences in maintaining all school finances.
• Collaborate and work with Principal, Assistant Principal, and Co-Secretary regarding staff absence reports.
• Attend all training and workshops as deemed necessary and mandatory.
• Take initiative for self-improvement and skill growth.
• Perform other job related duties as assigned.
• Collaborate with Administration and Co-Secretary to become fully versed and skilled to perform cross coverage responsibilities.

Requirements

• Must have a high school diploma or equivalent.
• Commitment to the belief that all children can achieve at high levels.
• Good communication, organizational, computer, and interpersonal skills required.
• Demonstrated ability to work with data in multiple computer environments, including Windows based PCs and district-wide networked systems.
• Effective and efficient word processing skills with knowledge of Microsoft Office suite of programs.
• Demonstrated ability to multitask effectively and prioritize strategically.
• Ability to care for minute details and editing skills to ensure reliable and accurate results.
• Ability to do record keeping, prioritize and work independently with minimal supervision.
• Successfully work in a collaborative environment.
• Ability to interact positively with students, staff, parents, and outside agencies.
• Ability to plan, organize, schedule, and manage documents in a timely manner.
• Pass the district secretarial typing test and exam(s).

Benefits

• Compensation as per WPSS Contract
• Ten months terms of employment